Administrator: Assets, Facilities and Fleet Services

SUMMARY:
To provide comprehensive administrative, coordination and reporting support for the Assets, Facilities, Maintenance and Fleet Services function by administering asset records, facilities documentation, maintenance schedules, fleet administration and other facilities support.

POSITION INFO:

Facilities and Property Administration

•            Maintains property, lease and facility records

•            Maintains property compliance records

•            Administers facilities-related requests

•            Coordinates office and venue facility requirements

•            Maintains utilities and municipal service records

•            Tracks facility-related expenditure

•            Maintains facility asset schedules

•            Coordinates administrative support relating to racecourse and venue infrastructure

•            Maintains infrastructure maintenance records

•            Assists with venue upgrades and refurbishment administration

Asset and Fleet Administration

•            Maintains asset registers and supporting documentation

•            Captures asset movements and transfers

•            Administers asset tagging records

•            Supports annual asset verification exercises

•            Maintains disposal documentation

•            Maintains fleet records and vehicle files

•            Monitors licence renewals and service schedules

•            Coordinates fleet administration with service providers

•            Tracks vehicle allocations and usage records

•            Maintains insurance and registration documentation

•            Ensures records comply with company policies

•            Monitors asset and fleet documentation completeness

•            Supports audit and insurance requirements

Maintenance and Service Provider Coordination

•            Logs maintenance requests

•            Tracks work orders and maintenance schedules

•            Coordinates contractor access and documentation

•            Monitors maintenance completion status

•            Maintains maintenance history records

•            Maintains service provider databases

•            Monitors service level agreements and expiry dates

•            Coordinates service provider onboarding documentation

•            Tracks contractor compliance documentation

•            Processes service-related invoices and supporting documents

•            Assists with administrative support for capital projects

•            Maintains project records and progress reports

Health, Safety, Security and Compliance Administration

•            Tracks corrective actions

•            Monitors compliance documentation

•            Tracks and monitors incident reporting records

•            Tracks security compliance requirements

•            Tracks and monitors governance documentation

•            Assists with regulatory submissions

•            Supports internal and external audits

•            Tracks and monitors statutory compliance records

Reporting, Document Control and Stakeholder Support

• Compiles monthly departmental reports
• Prepares asset, facilities and fleet reports
• Maintains KPI dashboards
• Maintains electronic and physical filing systems
• Facilitates easy retrieval of records
• Maintains accurate version controls
• Responds to departmental queries
• Supports operational stakeholders
• Coordinates meetings and documentation